ARTICLE I Name The name of this Club, founded April 22, 1991 by Violet Dumanowski, shall be the SAFETY HARBOR GARDEN CLUB (SHGC).
ARTICLE II Object The object of the Club shall be to stimulate and educate members and the public in the field of gardening, horticulture, civic beautification, conservation of natural resources, artistic design, to perform other activities which are charitable and not for profit, in accordance with the meaning of Section 501 (c)(3) of the Internal Revenue Code of 1954.
ARTICLE III Members Section 1. Nothing contained in these bylaws shall operate against eligibility in this organization on the grounds of gender, race, religion, national origin or political affiliation.
Section 2. Members shall consist of those who believe in and support the object of this Club, attend meetings and pay dues as required.
Section 3. There shall be three (3) classes of membership: Active, Honorary and Life Membership.
Section 4. A. Active Single and Dual Members shall attend Regular Meetings regularly, assist with Club projects, work on committees and accept other duties related to Club activities. Only Active and Life Members shall make motions, debate, vote and hold office. B. Honorary Membership may be conferred upon any person who has notably supported the Club. A recommendation for Honorary Membership shall be approved by the Board prior to being voted on by the Assembly. C. A Life Member is a member who has made a one-time contribution of $250.
Section 5. A member in good standing shall be one who has paid the current year's dues, attended at least six (6) regular meetings during the past year and assisted with various Club projects.
Section 6. To resign, a member shall make a written request to the membership chairman, who in turn, shall present the request to the Board for approval.
Section 7. A. Membership dues per annum shall be: $15.00 Single Membership $25.00 Dual Membership $00.00 Honorary Membership B. A one-time contribution of $250 entitles the member to a Life Membership. C. Dues of new members joining the Club in October or later shall pay $7.50 for Single Membership and $12.50 for Dual Membership.
Section 8. Dues for the ensuing year are payable at the January Regular Meeting and if unpaid are delinquent on March 31.
Section 9. The Membership Chairman shall notify a member whose dues are delinquent. If dues are not paid within fifteen (15) days after post mark date of notice, the member shall be in arrears and suspended.
ARTICLE IV Officers and Officer's Duties Section 1. The elected officers of the Club shall be: a President, a First Vice-President, a Second Vice-President, a Recording Secretary, a Treasurer, an Assistant Treasurer, and a Corresponding Secretary.
Section 2. The term of elected officers shall be for one (1) year or until a successor has been elected. Each elected officer may serve indefinitely if elected.
Section 3. No member shall hold more than one Elected Office at a time.
Section 4. The term of office shall commence at the conclusion of the Annual Installation Meeting in April.
Section 5. Officers shall perform duties prescribed in these bylaws and in the parliamentary authority adopted by the Club.
Section 6. A vacancy in the office of President shall be filled by the First Vice-President and the Second Vice-President shall move up.
Section 7. Vacancies in the remaining offices shall be elected by the Board for the unexpired term.
Section 8. Officers may be removed from office by a two-thirds (2/3) vote of the Assembly at any Regular or Special meeting, provided that prior notice of such intent is given in the “call” of the meeting. A defending officer or a spokesman shall be allowed to speak in defense of the suspension.
Section 9. Officers serving seven (7) or more months shall be considered as having served a full term. Section 10. The President shall: A. Be the official representative of the Club. B. Preside at all Board and Regular Meetings. C. Appoint an Historian, a Parliamentarian, and all Chairmen of Standing and Special Committees, subject to the approval of the Board.
D. Consult with the Treasurer in appointing the Budget committee. E. Be ex-officio member of all Standing and Special Committees, except the Nominating Committee.
Section 11. The Vice-President shall (in order of their standing) A. Perform the duties of the President in absence of, or by request of, the President. B. The elected First Vice-President shall be Program Chairman. The elected Second Vice-President shall be Membership Chairman.
Section 12. The Recording Secretary shall keep typed Minutes in a page numbered notebook; keep on file reports of Committee Chairmen; have charge of all papers pertaining to the Office; and shall send a draft copy of the Minutes to the president expeditiously.
Section 13. A. The Treasurer shall deposit all monies of the Club into the Club's bank account(s) and pay all bills by check. All bills over $100.00, other than standing bills, must be approved the Board. The accounts and vouchers shall be open for inspection by the Board. A brief financial report shall be presented at each Board and Regular Meeting. B. The books shall be closed April 15th and a financial review performed by two current officers and one member at large approved by general membership. C. The outgoing Treasurer shall turn over to his or her successor all monies, vouchers, books and papers of the Club in his or her custody, together with a supplemental statement covering all transactions preceding and following the April meeting and not covered in the financial review.
Section 14. The Assistant Treasurer shall perform the duties of the Treasurer in the event of absence of the Treasurer.
Section 15. After their installation, the Treasurer, Assistant Treasurer, and President shall sign signature cards on the Club's bank account(s). All checks written in the name of the Club shall be signed by one of the signees except for checks over $100.00 which must have two (2) signatures.
Section 16. The Corresponding Secretary shall attend to all the correspondence as requested by the President and maintain a correct list of all members, officers, members of the Board and special committees, which shall be the official list of the Safety Harbor Garden Club.
Section 17. The Historian shall maintain a scrapbook and write a narrative of the activities of the Club which shall be presented to the Board for approval in April. The scrapbook and narrative shall be on display at all Regular meetings. No more than two (2) pictures of each guest speaker shall be placed in the scrapbook.
Section 18. The Parliamentarian shall advise the presiding officer on points of parliamentary procedure; give similar advice to the Board and members of the Club when requested; and be a member of the Bylaws Committee.
Section 19. A Nominating Committee of three members shall be formed in the following manner: In January a Chairman shall be elected at the Board Meeting and two (2) additional members shall be elected at the Regular meeting. If there is more than one nominee for Chairman and/or more than two nominees for the Committee, the elections shall be by ballot, otherwise, the vote may be by voice. A plurality vote shall elect if vote is by ballot (Subject to Article V, 3. C.)
Section 20. The Nominating Committee shall nominate a candidate for each office, and prepare the slate for presentation at the February regular Meeting. Nominees must have given their consent to serve if elected. Further nominations shall be called for from the floor at the February Meeting.
Section 21. Election shall be held at the Regular Meeting in March after further nominations are called for from the floor.
ARTICLE V Meetings
Section 1. A. The Board shall meet on the second Wednesday of each month, September through May. B. Regular Meetings shall be held on the third Wednesday of each month. C. When the date of either a Board Meeting or a Regular Meeting falls on a Holiday, the Board shall select an alternate date for the meeting. D. The Regular Meeting in April shall be the Annual Installation Meeting, the purpose of which shall be to hear annual reports; install the incoming officers; confer Honorary membership; and to conclude any other business that may arise.
Section 2. A. A Special Meeting may be “called” by the President, or upon request of three members of the Board. B. Telephone Committee shall notify the members of the purpose of a Special Meeting, and only business listed in the “call” shall be considered at that Special Meeting.
Section 3. A. No member shall vote in more that one capacity. B. There shall be no voting by proxy. C. Only legal votes shall be counted in computing a majority or a plurality vote.
Section 4. A. The quorum for a Board Meeting shall be at least four (4) Board members.
B. The quorum at a Regular Meeting shall be ten (10) Active members.
Section 5. In case of an emergency, the President, after conferring with another officer, may cancel a meeting, and reschedule it, if possible. The Club Members will be notified of this decision by the Telephone Committee.
ARTICLE VI The Board Section 1. The Board shall be the elected and the appointed officers.
Section 2. The Board may meet at the “call” of the President to take action on matters requiring immediate decision.
Section 3. It shall be the duty of the Board to: A. Supervise the organization. B. Adopt a budget at the May Board Meeting. C. Select two current officers to review the financial statements at end of year along with the member at large approved by general membership.
ARTICLE VII Standing Committees Section 1. The Standing Committees may be: Awards, Budget, Bylaws, Civic Beautification, Conservation, Educational Therapy, Horticulture, Hospitality, Junior Gardeners, Membership, Program, Publicity, Sunshine, Telephone, Trees, Ways & Means, and Yearbook.
Section 2. Duties of the Standing Committees include: A. The Budget Committee shall consist of the Treasurer, Assistant Treasurer, the outgoing Treasurer and two (2) members of the Board who shall prepare the budget for the ensuing year and present it for approval at the May Meeting.
B. The Bylaws Committee shall present to the Board in writing, proposed amendments to the bylaws. If approved by the Board, the Committee shall present it to the next Regular Meeting in writing and it shall be voted upon by the Club members at the following Regular Meeting. The Bylaws Committee shall review the bylaws as needed.
C. The Civic Beautification Committee shall be responsible for the planning of civic beautification projects to be undertaken by the Club and gain the approval and official documents necessary from the Safety Harbor officials. The Chairman of the Beautification Committee or the President of the Club shall represent the Garden Club in all conferences with City officials and/or other civic organizations, relative to civic planning and beautification projects. The Chairman of the Civic Beautification Committee shall be the Club liaison to the Area Beautification Council.
D. The Conservation Committee shall keep the Club informed and updated on current Conservation News. A report may be given at any Regular Meeting.
E. The Committee for Educational Excursions shall be responsible for the planning and organization of such excursions, with the approval of the Board being first received.
F. The Committee for Environmental Concerns shall keep the Club informed and update on current environmental theories and advances.
G. The Garden Therapy Committee shall develop programs for the handicapped and those shut-in and take the initiative in planning the Club's objective in therapy.
H. The Horticulture Committee shall set up a “Grow and Share” table at each General Meeting for plants or cuttings brought in by members or guests, and shall suggest a reasonable monetary donation for each item. A member of the Horticulture Committee shall present a brief presentation at each General Meeting.
I. The Hospitality Committee shall be responsible for hostesses and service at all Regular Meetings and functions of the Club where refreshments are served. The Committee shall provide decorations for same and shall maintain all equipment pertaining to the Committee.
J. The Junior Gardeners Chairman may hold at least three programs per year.
K. The Membership Chairman shall: 1. Maintain a current membership roster; update the membership at each Regular Meeting of changes in Membership; have charge of, sign, and distribute all member cards, and have charge of the distribution of the identification badges, bylaws and yearbooks to new members.
2. Provide prospective members with membership applications and submit complete applications to the Board for approval. 3. Collect dues and submit same to the Treasurer. 4. Maintain an Attendance Book and a Guest Book. 5. Attend, or have a representative attend, all Regular Meetings. 6. Provide an up-to-date membership to the President, Secretary, Corresponding Secretary, and the Yearbook Chairman by the May Board Meeting.
L, The Program Chairman shall arrange all details for a program to be presented at the Regular Meetings.
M. The Publicity Committee shall furnish the press, radio and television with information regarding the activities of the Club, subject to the approval of the President, and shall keep the Historian informed of all media contacted.
N. The Sunshine Committee shall send cards or make calls in case of illness or bereavement.
O. The Telephone Committee shall notify members of Special Meetings and Club concerns only at the direction of the president or on the request of three (3) members of the Board.
P. The Ways & Means shall be a fund raising Committee which shall suggest events to raise revenue. When a Ways & Means event is approved by the Board, the Committee shall prepare plans for and oversee such events or activities.
Q. The Membership Chairman shall compile, edit, have printed and make the initial distribution of the Yearbooks to members in good standing.
ARTICLE VIII Dissolution In the event of dissolution of the Club and after all financial obligations are paid, all assets shall be disposed of in accordance with the general Not for Profit Act of the State of Florida.
ARTICLE IX Parliamentary Authority The rules in the current edition of “Robert's Rules of Order Newly Revised” shall govern the Club in all cases in which they are not inconsistent with these bylaws or any special rules of the Club or the Florida State Statutes.
ARTICLE X Amendments to the Bylaws These bylaws may be amended at any Regular Meeting of the Club at which a quorum is present, by a two-thirds (2/3) vote, provided the amendment has been submitted in writing at the previous Regular Meeting.
Adopted: September 24, 1991 Amended: April 28, 1992 Amended: March 24, 1993 Amended: February 22, 1995 Amended: April 16, 1996 Amended: October 13, 2004 Amended: January, 2010 Amended: February 2010 Amended: February 2012
RULES & CUSTOMS OF PARLIAMENTARY LAW Robert's Parliamentary Practice Chapter XIV
1. Only one question can be considered at a time. It must be put in the form of a proposition or a motion (“I move that ….”) by a member, seconded by another member, stated by the presiding officer, after which it is open for debate and amendment. No member can make a motion or speak in debate until he has risen, addressed the presiding officer by his/her proper title (“Mr. or Madam President”), been recognized by him/her and thus “has attained the floor”. 2. No member may speak unreasonably long or more than twice on the same motion on the same day, without permission of the assembly. 3. No member may speak a second time on the same question provided that anyone desires to speak who has not spoken on that question. 4. No one in speaking can address his/her remarks to another member or use another member's name, where it can be avoided, but his/her remarks must be addressed to the presiding officer. 5. When a question is before the assembly it must be adopted or rejected by a vote, or be disposed of in some other way before any other subject can be introduced except certain ones, entitled this privilege, which are therefore called privileged questions.
STANDING RULES *It shall be unethical to use the roster, or permit its use, for commercial or political purposes or for personal gain. *The outgoing President shall present the President's Pin to the incoming President. * Following a meeting, all material amenities shall be returned to their former position, all floors left clean and trash emptied. *Club Members must sign in at each General Meeting. *Non-members, attending a General Meeting, shall sign the Guest Book *Past presidents have the right to vote to raise the chance of quorum at Board Meetings.
These Standing Rules may be amended at any Regular or Board Meeting by a majority vote.